GRANT ADMINISTRATOR

Loyola University Chicago; Chicago (IL); On-site; USD 65,000 - 70,000; Full time

Job summary

Loyola University Chicago is seeking a Grants & Sponsored Programs Administrator to support research funding activities at the Office of Research Services. The role involves coordinating proposals, budgets, and approvals across multiple investigators and institutions to secure external funding.

You will manage preaward and postaward processes, ensure compliance with federal and state regulations, and maintain accurate financial records and reporting for sponsored projects.

Qualifications

• Bachelor degree required; at least (2) years of professional administrative experience with some experience in an academic setting preferred or equivalent combination of education and experience.
• Strong verbal and written communication and analytical skills
• Strong organizational skills and attention to detail
• Ability to prioritize workload effectively and efficiently
• Strong familiarity with Microsoft Office software, specifically with Excel and Word
• Ability to quickly learn and manage electronic database systems
• Ability to identify and resolve problems in a timely manner
• Ability to meet challenges with resourcefulness
• Good task estimation skills
• Ability to develop and maintain excellent business relationships with internal and external stakeholders.
• Ability to handle multiple tasks simultaneously in a high-pressure, time-sensitive environment.

Responsibilities

• Prepares funding applications – including project budgets – and coordinates multiple-investigator and multiple-institution collaborations.
• Completes all internal data systems requirements related to funding application submission.
• Prepares and completes all institutional approval requests associated with a particular funding application.
• Assists Principal Investigators with development, preparation, and submission of applications for external funding to various funding agencies.
• Prepares any required updated documents to be submitted to funding agencies prior to an award.
• Oversees the disbursement, financial reporting, and use of all intramural and extramural funds associated with sponsored accounting units established within assigned Departments.
• Keeps updated on all federal and state regulations that apply to the sponsored project process; interprets agency-specific guidelines/regulations that apply to the proposal and award process.
• Completes all internal data systems requirements related to awarded sponsored projects.
• Initiates and monitors incoming and outgoing subaward agreements for collaborations with other institutions.
• Prepares and submits payroll forms for project personnel as needed.
• Initiates all budget transfers, expense transfers, and salary transfers in accordance with institutional and funding agency policies.
• Performs pre- and post-review effort certifications.
• Prepares and submits additional reports for all non-competitive and competitive renewal applications as needed.
• Prepares and approves check requisitions, travel expense reports, and purchase requisitions for sponsored project-related expenses.
• Monitors and approves sponsored project expenditures in the university’s financial system on a monthly basis.
• Serves as a liaison and sponsored project subject-matter expert to various other offices throughout the university.
• Performs other duties as required.

Skills

Budget management

Grant administration

Regulatory compliance

Analytical skills

Communication skills

Microsoft Excel

MS Word

Education

Bachelor degree

Tools

Microsoft Office Suite

Database systems

Job description

Position Number

8150081

Work Modality

Fully In-Person

Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the WorkDay ERP?

No

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Exempt

Campus

Maywood-Health Sciences Campus

Department Name

OFFICE OF RESEARCH SERVICES

Location Code

RESEARCH PROGRAM (06120A)

Is this split and/or fully grant funded?

No

Preaward

• Prepares funding applications – including project budgets – and coordinates multiple-investigator and multiple-institution collaborations.
• Completes all internal data systems requirements related to funding application submission.
• Prepares and completes all institutional approval requests associated with a particular funding application.
• Assists Principal Investigators with development, preparation, and submission of applications for external funding to various funding agencies.
• Prepares any required updated documents to be submitted to funding agencies prior to an award being made.

Postaward

• Oversees the disbursement, financial reporting, and use of all intramural and extramural funds associated with sponsored accounting units established within assigned Departments.
• Keeps updated on all federal and state regulations that apply to the sponsored project process; interprets agency-specific guidelines/regulations that apply to the proposal and award process.
• Completes all internal data systems requirements related to awarded sponsored projects.
• Initiates and monitors incoming and outgoing subaward agreements for collaborations with other institutions.
• Prepares and submits payroll forms for project personnel as needed.
• Initiates all budget transfers, expense transfers, and salary transfers in accordance with institutional and funding agency policies.
• Performs pre- and post-review effort certifications.
• Prepares and submits additional reports for all non-competitive and competitive renewal applications as needed.
• Prepares and approves check requisitions, travel expense reports, and purchase requisitions for sponsored project-related expenses.
• Monitors and approves sponsored project expenditures in the university’s financial system on a monthly basis.
• Serves as a liaison and sponsored project subject-matter expert to various other offices throughout the university.
• Performs other duties as required.

Minimum Education And/or Work Experience

Bachelor degree required. At least (2) years of professional administrative experience with some experience in an academic setting preferred or equivalent combination of education and experience.

Qualifications

• Strong verbal and written communication and analytical skills
• Strong organizational skills and attention to detail
• Ability to prioritize workload effectively and efficiently
• Strong familiarity with Microsoft Office software, specifically with Excel and Word
• Ability to quickly learn and manage electronic database systems
• Ability to identify and resolve problems in a timely manner
• Ability to meet challenges with resourcefulness
• Good task estimation skills
• Ability to develop and maintain excellent business relationships with internal and external stakeholders.
• Ability to handle multiple tasks simultaneously in a high-pressure, time-sensitive environment.

Certificates/Credentials/Licenses: n/a

Computer Skills: Microsoft Office Proficient

Supervisory Responsibilities: No

Required operation of university owned vehicles: No

Does this position require direct animal or patient contact?: No

Physical Demands: None

Working Conditions: None

Open Date: 08/21/2026

Position Maximum Salary or Hourly Rate: $70,000/ann

Position Minimum Salary or Hourly Rate: $65,000/ann

Special Instructions to Applicants

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/. For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

About Loyola University Chicago

Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes —including Business, Law, Medicine, Nursing, and Health Sciences—Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation’s top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country’s most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, .

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University’s Nondiscrimination Policy.

Quick Link for Posting

https://www.careers.luc.edu/postings/35693